28 Free Business Introduction Letters (Templates and Examples)

Making contact with new customers can be both time-consuming and expensive. Whether it is making cold calls, going to trade shows, or advertising in traditional forums, making new customer contacts, following up with these contacts, and providing information that may entice them to explore doing business with your company takes a great deal of effort.

In today’s fast-paced world with email, social media, blogs, and websites, there are many more opportunities to efficiently introduce your company to new customers on a scale never before seen. Many salespeople and business owners send business introduction letters or email introduction messages to prospective clients to introduce their company and products to gain additional business.

But some of the old euphemisms still apply. Whether it is a cold call or sending a business introduction letter or email, making a great first impression is still very important. We will cover many of the elements business people should consider when preparing a business introduction letter to stand out from the competition and make a great first impression.

What Is a Business Introduction Letter?

Many businesses use a business introduction letter to introduce their company and the products or services they provide to potential customers. The introduction letter may be written to potential customers, potential partners, investors, distributors, individuals, and organizations they wish to do business with.

Business introduction letters may be written to other businesses they wish to do business with, or they may be written to large potential customers they wish to add to their clientele. The letter is an invitation to explore a business relationship, set up meetings, and review products or services offered by the company.

Letters to business clientele are targeted and focus on the type of relationship they wish to explore. Some letters will focus on a partnership to create new products and services, while others will focus on potential sales to that customer. Businesses looking for investment funds may send introduction letters to investors to spark interest in their company leading to potential funding arrangements. A business introduction letter could also lead to a partnership with an organization they wish to support to demonstrate their community support.

When to Send a Business Introduction Letter?

There are many reasons to send a business introduction letter, and deciding on the intent of the letter will help determine when to send it and how it should be written. The following are several reasons a business introduction letter might be considered:

• Launching a new business
• Launching new products or services
• Building your market share
• Following up on sales contacts
• Increasing investment funds, especially in startups
• Building partnerships
• Becoming involved in local and national organizations
• And many more

The timing of your letters is very important. For example, if your product is at the development stage and your company is looking for customer input via a partnership, a letter could be sent early in the project with appropriate NDA’s worked out in the agreement. If you are looking for investment funds, your letter should be sent while your financials are in great shape to facilitate negotiations from a position of strength. If you are desperate, negotiations may be one-sided in the investor’s favor.

Chose your timing wisely to create the best possible conditions for your company.

Essential Elements of a Business introduction letter

Above all, your business introduction letter should be professional, free of spelling and grammatical mistakes, one page in length, concise, and provide your contact details. The essential elements include:

• Recipient Name, company name, and address
• Your name, company name, and address
• Date the letter is sent
• A friendly but professional salutation
• The first paragraph should introduce your business, yourself, and the reason for writing
• The 2nd paragraph should include details about products and services and your business
• The final paragraph should restate your purpose for writing and include a call to action
• Friendly closing statement, including phone and email contact information
• Your signature

Business Introduction Letter Format

Business introduction letters have many different objectives and purposes; However, the following provides an example of one type in a format that can be considered.

From: [Your name]

[title][company name]

[full address]

[Date:]

To: [Recipient name]

[title][company name]

[full address]

Subject: [New product introduction, etc.]

Dear [Recipients Name]

I am writing on behalf of [Your company’s name] regarding our introduction of a new product into the market in Seattle, Washington. I am writing to introduce our product to you and deliver information about the [Products or services] we provide. We currently operate in this market and others, including California, Washington, and Colorado, and are excited to be bringing new [products or services] to the Seattle area.

Since we are in the same industry, I wanted to extend greetings and suggest we set up a meeting to discuss our new product and service introduction. At [Your company’s name], we provide [names of products or services] that help our clients improve and develop their services to their clients.

We understand that your business is not currently involved in offering the types of [products and services] we are offering. I believe we at [Name of your company] can work with your company in a partnership to build a stronger market presence for both companies.

Please find enclosed a complete list of our products, services, and price points, as well as our ideas for areas we can partner on. Please feel free to get in touch with me at your convenience to discuss taking this proposal forward and any questions you have regarding this request.

Thank you, and I look forward to hearing from you.

Sincerely,

[Your signature]

[Your printed name]

Business Introduction Letter Samples & Templates

Company Introduction Letter to Clients

It may not always be that the potential clients will be welcoming of your idea. They too, have to be convinced of the profitability and suitability of your business. That can only happen if you draft a business introduction letter to that effect.

Details

File Format

• MS Word

Download

Construction Company Introduction Letter

Before rolling out a construction project, you will have to seek the approval of the various regulatory authorities. For that, you have to draft a letter and ask them to approve your idea.

Details

File Format

• MS Word

Download

Garment Business Introduction Letter

Some businesses, such as garments, are better carried out in conjunction with other parties. While sourcing for a potential partner, you must identify them and draft a letter asking them to be a part of your project.

Details

File Format

• MS Word

Download

Trading Company Introduction Letter

Details

File Format

• MS Word

Download

Plumbing Business Introduction Letter

Details

File Format

• MS Word

Download

Business Introduction Letter Examples

Company Introduction Letter Examples

What is a Business Introduction Email?

Sending a business introduction email can be far more efficient. The email can be sent to your target contact and received instantly, providing that it gets past spam filters and is read by your target customer. Many business people receive hundreds of emails every day from internal employees as well as external clients, suppliers, and businesses like yourself who are trying to build business for their company.

The business introduction email introduces your company and products. It has a call to action that will hopefully cause the contact to respond to you by email or by phone to request more information. This is the critical first step, and it is important to make it interesting and attention-getting. The content of the email must maintain a balance between sparking interest to reach out for more information and providing too much verbose content that the target reads half of the email and then discards it without further thought.

The subject line is extremely important since this is what many busy people initially review as they make decisions regarding which emails to immediately read, to read later, or erase without reading the email content. We will have more on this element later in the post.

How to Write an Introduction Email?

While an introduction email should be concise, compelling, interesting, and include a call to action, there are key elements that should be in every email to increase your success as much as possible.

• The subject line must be compelling
• Tailored greeting
• Focus on the contact
• Explain why you are contacting them
• Deliver value
• Call to action
• Thank the contact and include contact details
• Follow up

• The subject line must be compelling – and pique their interest to open and read the email
• Tailored greeting – to the industry and the culture of the company. Some are more formal than others. E.g., startups may expect a casual greeting while financial institutions may expect formal greetings.
• Focus on the contact – make it personal in a professional way. Find a reference to a public speech, a paper they may have published, participating in a local fundraising activity, etc., and express your interest and appreciation for their contributions. People like to hear that they have been noticed.
• Explain why you are contacting them – indicating whether you are looking for a job at the company, make a sales call, or looking for investment in your company. Include a compliment only if it is genuine and related to the letter and the industry.
• Deliver value – you are asking your contact to invest time to meet you to discuss whatever proposal you are making. Your email should make it clear what is in it for them. How will they benefit from spending an hour or several hours with you to hear your pitch?
• Call to action – should be clear and concise, leaving no doubt regarding what the next step is. You will follow up and call them, or you would like them to call and set up a meeting or provide comments on a document you have sent over, etc.
• Thank the contact and include contact details – a short thank you, ending with your name and contact details, is sufficient. Keep the email concise and to the point.
• Follow up – you may not receive a response, or your call to the action indicated you would call them in a few days. Either way, your follow-up must be more compelling than the initial email. Spam filters may have added your email to the spam folder, never to be looked at. Following up is necessary for a polite, professional manner. You may use social media follow-ups as well if the email does not work, e.g., Text message, WhatsApp, etc.

Subject Line Examples

The email subject line is incredibly important. The content of the subject line can make the difference between your email being read or ending up in the trash. It must be specific, attractive, interesting, on target with the industry, and entice the reader to open and read the content in the email. It must also get past spam filters.

Many busy professionals receive hundreds of emails a day. They make split-second decisions on whether to open the message, send it to the trash or save it for reading later. They base their decision on who the email is from and the subject line.

Email subject lines should be short and specific. You want to let the reader know what you are writing about so they can see at a glance what the message is all about while they make a split-second decision whether to open the message or send it to the trash.

The subject line should also be specific to the situation and the objective of your email. Perhaps you are trying to network with the individual, looking for a job, or it is a sales-related email. The following are a few examples:

Networking

• Drinks on me
• Interested in meeting for lunch
• Comments on an Interesting Paper

Sales Emails

• Hello from [Your company]
• Have you considered social media advertising
• Online course development for your book
• New products on the market

Job Search

• Are you interested in a career change?
• Job opening application
• Applying for a job [title]

Sample Self Introduction Email

The following is an instruction email sample for consideration from yourself:

Subject: re Job Vacancy [Name]

Dear [name of recipient]

My name is [your name], and I recently reviewed your job vacancy advertisement in [social media, LinkedIn, etc.]. I currently work for [name of company] in the [department] as an [name of your position]. I believe my skills and experience make me an excellent candidate for your opening at your company.

My training and experience includes: [ add list]

I have included my resume as an attachment and will follow up with you in a few days to address any questions you may have.

Sincerely

[name and contact details]

Introducing Someone Else (Subject Line Examples)

There may be situations where your email is introducing a colleague or a company to your contact. Again, you want to make it clear from the outset why the reader should open the message and read the details. In these situations, you may even know the contact, so there is a good chance they will open the message; however, if they receive hundreds every day, it could also get lost in the avalanche of messages arriving every day.

The following are a few examples for consideration:

• Your job vacancy – introduction of [name]
• Reference for [Name]
• Connecting [Name] related to [project, job search, etc.]
• Investment opportunity
• Angel Investor looking for opportunities – [name]

Sample Email Introducing Someone Else

The following is an instruction email sample for someone other than yourself:

Subject: Introduction of [Name]

Hi [name of recipient]

I am referring to [Name], a manager in our [Group] who is one of our most highly rated team members. He is interested in joining your organization and brings a great deal of experience and knowledge, that I believe would be valuable to your team.

[name] is a seasoned manager on the [name of department] providing services to our customers and clients across North America.

I have copied [name] on this email to facilitate your connection regarding potential opportunities in your group. I will let you both take it from here.

Best,

[your name and contact details]

Dos of Introduction Email

The following are some of the things you probably should do when preparing an introduction email:

• Provide a signature chosen from a template to ensure consistency and professionalism
• Use an email address that includes your first and last name to avoid being viewed as spam
• Address the email to a specific person who you are confident will read your email
• Personalize the sender’s name. Avoids being viewed as part of an email marketing campaign
• Keep your email content concise and to the point

Don’ts of Introduction Email

The following are some of the things you probably should not do when preparing an introduction email:

• Never send an email without a subject line to avoid being labeled as spam
• Avoid using mass email distributions
• Avoid emailing to a team of people; focus on one or two people
• Long emails seldom are read through to the end
• Emoticons are not considered professional in business emails.

Types of Introduction Email Templates

There are many introduction email templates available online, and many companies customize their templates for their use, using a general template downloaded from an online database. They also fall into several categories of subjects and purposes:

• Sales
• Business relationships
• Self-introduction

• Sales – sales personnel use email introduction templates to follow up on new leads and to introduce themselves and their company’s products and services. This is usually the initial touchpoint in establishing a new customer relationship
• Business relationships – email introductions are used for many purposes to establish a new business relationship, introduce new products or services, suggest a partnership or investment opportunity.
• Self-introduction – email templates are particularly useful for people looking for a new position, new job, or establishing a new contact in a company they wish to work for. Even in large company’s, an email introduction letter may be used to introduce someone in another department or a different state.

FAQs

The following are typical frequently asked questions that many readers have about email introduction templates and business introduction templates.

How do you introduce yourself in a business email?

The first step is to focus on the subject line, adding a subject that gets the reader’s attention without triggering spam filters. Referencing an open position that you might be applying for is a great approach. Most business people receive many emails daily and are reluctant to open one from someone they do not know in case it is a spam message or a phishing email. Your subject should be current and focused on the receiver of the email.

 Keep the email short and to the point. It should be a professional-looking message using business language, engage the reader, and state clearly why you are writing. Your objective is to have the reader respond to your email introduction either by email or with a phone call. Remember to check your spam filters in case the reader’s response is placed in a spam folder because they are not in your contact list.

 Close your email in a friendly manner and include a call to action for a response or to indicate your plan to follow up in a few days with the message recipient.

How long should a business introduction email or letter be?

Both the email and introduction letter should be kept to one page in length. Business managers are busy, receive many emails and letters every day, and don’t have time to read long, wordy emails or letters.

 A good rule of thumb is to keep your email short enough that it can be read on someone’s screen without the need to scroll down to see the entire message. In other words, the entire message should be above the fold, which is known as keeping all content to one screen.

Is it better to Email or Write a Business Introduction Letter?

In today’s world, the majority of people prefer online responses to job canvases, job searches, and the delivery of proposals. Job canvases often indicate the preferred response location. Another clue in situations where both email addresses and physical addresses are provided, the preferred response is usually listed first.

 Business letter introductions sent by regular mail also take longer to be delivered, reviewed, and responded to. Take this into account while preparing introduction letters and the choice of response online or regular mail. Timelines may not allow for physical mail delivery.

 Finally, many hiring managers, project managers, and decision-makers are scattered across a variety of work locations. They may be working at home, in the office, or traveling for business purposes. Sending introduction letters by email ensures that the manager has an opportunity to review their email while remote from their regular work location.

Key Points

Letters of introduction and email introductions are an important communication medium for salespeople, job seekers, project managers, or people looking for investment funds to contact key managers in various organizations. These are busy people. Managers screen messages, opening only those that spark their interest, are on-topic with regards to their area of responsibility and from people they know. The rest either are never read or end up in the trash folder.

Writers of introduction letters must write a convincing subject line that captures the reader’s attention, causing them to open the email and scan the message. Once the message is opened, it must be concise and to the point. Quickly introduce yourself and indicate the reason for writing. Close with a friendly call to action and a follow-up plan.

Remember, the person reading your letter or email is pressed for time. They will appreciate your short email that is clear and to the point, allowing them to decide how they wish to proceed in response to your email or letter.

Finally, the majority of managers appreciate receiving email introduction messages vs. traditional letters due to the increased flexibility to process them whether they are working in the office, from home, or on the road.